Insurance Curator When procuring commercial insurance for trucking and logistics operations in the United States — whether you run a 5-truck regional fleet in Dallas, a refrigerated fleet out of Miami, or a 50-truck long-haul operation based in Los Angeles — a clear, prescriptive RFP plus an objective checklist and bid-evaluation matrix will save time, reduce coverage gaps and produce defensible procurement decisions.
Below is a practical, ready-to-use RFP template, a detailed checklist, a vendor scoring matrix, market-context notes (pricing and regulatory minima), and negotiation tips tailored for U.S. trucking and logistics buyers.
Key U.S. regulatory & market context (short)
- Federal minimum liability limits: Depending on commodity and operation, U.S. carriers must meet FMCSA financial responsibility limits (examples: property-carrying interstate carriers commonly required to carry at least $750,000 liability; higher limits apply for hazardous materials — see FMCSA for specifics). Source: FMCSA Minimum Insurance Requirements.
https://www.fmcsa.dot.gov - Typical U.S. commercial truck insurance market pricing (U.S. national examples): Sample ranges reported by industry brokers and portals — local variations apply. Source: Insureon, Progressive.
- Small local delivery/box trucks: $2,000–$7,000/year
- Regional dry van or refrigerated straight trucks: $6,000–$18,000/year
- Long-haul over-the-road tractor-trailers: $8,000–$25,000+/year depending on history, cargo, and limits
Sources: Insureon (commercial truck insurance cost guide), Progressive business auto pages.
https://www.insureon.com/ (search: commercial truck insurance cost)
https://www.progressivecommercial.com/business-insurance/commercial-truck/
RFP Template — Trucking & Logistics Insurance (U.S. focused)
Use this as the RFP body you send to carriers/brokers (PDF or secure portal). Replace bracketed items.
1. Cover letter / Executive summary
- Company name, DBA, headquarters: [Company legal name] — HQ: [City, State — e.g., Dallas, TX]
- Fleet profile: total power units, trailers, leased units, owner-operators, seasonal drivers.
- Primary operations: Interstate long-haul / regional pickup & delivery / intrastate only / refrigerated / hazmat.
- RFP timeline: Issue date, Q&A cutoff, proposal due date, expected award date.
2. Required attachments
- Current insurance policies (declarations pages) — auto, liability, cargo, workers’ comp.
- Last 5 years loss runs (detailed by claim).
- Safety scorecard, MVR & driver qualification program summary.
- Recent DOT/FMCSA snapshots (Safety Measurement System, MCS-150).
3. Minimum insurance program requirements (specify limits)
- Primary auto liability: $1,000,000 (state minimums and FMCSA minimum as applicable; indicate higher limits required for certain routes/commodities).
- Motor truck cargo: specify limits by shipment type and per-truck limit (e.g., $100,000 per trailer; $1,000,000 aggregate).
- Physical damage: comprehensive & collision with deductible options.
- General liability: $1,000,000/occurrence; $2,000,000 aggregate.
- Workers’ Compensation: statutory limits (specify state exceptions).
- Pollution/environmental (Sudden & Accidental and gradual pollution if hauling fuel, chemicals).
- Umbrella/excess: desired layer(s) and attachment points.
4. Coverage & wording requests (include desired endorsements)
- Waiver of subrogation where applicable.
- Broad pollution and cargo wording; named perils exclusions clarified.
- Primary and non-contributory wording for certificates when required by shippers.
- Hire & non-owned auto wording and limits.
- Deductible matrix and appetite for retentions/self-insurance.
5. Claims handling & service standards
- Dedicated claims rep or desk.
- SLA expectations: initial acknowledgement <24 hours, claim plan in 72 hours.
- Claim dispute escalation process and litigation support.
- Annual service & loss-control review.
6. Financial strength & credit terms
- Provide current financial strength ratings (AM Best, S&P or Moody’s) and last 3 years of financial statements (if requested).
- Security/captive options or collateral requirements for deductibles/retentions.
7. Pricing submission format
- Premium by line, binding authority, policy period, deposit, installments and fees.
- Indicate rate/price assumptions: driver MVR thresholds, acceptable loss runs, maximum acceptable CSA BASIC percentiles.
- Provide sample policy declarations and all exclusions/endorsements.
8. Broker role (if proposing broker-led solution)
- Broker must disclose capacity, carrier panel, commission or fee, and claims advocacy commitments. Include [Broker Selection Criteria details]. See also: Broker Selection Criteria: Finding a Trucking and Logistics Insurance Broker That Delivers
9. Evaluation criteria & weightings (example)
- Coverage & exclusions clarity: 30%
- Total cost of program (premium + fees + collateral): 25%
- Carrier financial strength and claims service: 20%
- Service & implementation (claims SLA, reporting): 15%
- Value-adds (loss control, driver training, tech): 10%
RFP Checklist — must-haves before you release
- 5-year loss runs compiled and summarized.
- Updated driver qualification file summary and CSA report.
- Current policy declarations and list of endorsements.
- Fleet list by VIN, vehicle type, year, and garaging state(s).
- Cargo schedule and maximum cargo values per load.
- Defined evaluation committee and scoring weights.
- Template contract and required certificate wording for successful bidder.
- Internal approval for target premium range or acceptable retention.
Bid Evaluation Matrix (sample)
| Criterion | Weight | Carrier A (score 1–5) | Carrier B (score 1–5) | Carrier C (score 1–5) |
|---|---|---|---|---|
| Coverage & exclusions clarity | 30% | 4 → 1.2 | 5 → 1.5 | 3 → 0.9 |
| Total cost & collateral | 25% | 3 → 0.75 | 4 → 1.0 | 5 → 1.25 |
| Financial strength (AM Best/S&P) | 20% | 5 → 1.0 | 4 → 0.8 | 3 → 0.6 |
| Claims service & SLA | 15% | 4 → 0.6 | 3 → 0.45 | 5 → 0.75 |
| Loss-control & tech services | 10% | 3 → 0.3 | 4 → 0.4 | 2 → 0.2 |
| Total Score | 100% | 3.85 | 4.15 | 3.7 |
Adjust weights for your priorities (e.g., safety-first fleets may weight claims & loss-control higher).
How to evaluate carrier financial strength and claims service
- Verify AM Best, S&P or Moody’s ratings (A.M. Best rating often used by trucking buyers). Do not rely solely on parent company name — check the specific underwriting entity. See resources and guidance in How to Evaluate Insurance Carriers: Financial Strength, Claims Service and Specialty Expertise.
- Ask for real-world claims references for similar fleet sizes and operation types (e.g., refrigerated LTL, hazmat tanker).
- Require a written claims SLA with KPIs and escalation path. Prioritize carriers with dedicated trucking claims desks.
Market examples: carriers, reputation and illustrative pricing
- Progressive Commercial — widely used for small-to-mid fleets and owner-operators; broad distribution and telematics options. Illustrative long-haul liability ranges in their guidance align with the national long-haul band: $8,000–$20,000+ annually depending on exposure and history. https://www.progressivecommercial.com/business-insurance/commercial-truck/
- Berkshire Hathaway / National Indemnity — strong A++ family ratings; often participates in primary and excess layers through various affiliates. (Check AM Best for underwriting entity ratings.) https://www.ambest.com/
- Regional trucking-focused writers (e.g., Great West Casualty, Old Republic) — competitive on specialized exposures (e.g., refrigerated, owner-operator programs). Pricing will vary by garaging state (e.g., Los Angeles vs. Chicago vs. Miami) and CSA history. For national average ranges see Insureon’s market cost guide. https://www.insureon.com/
Negotiation & binding tactics (practical)
- Bundle vs. unbundle: Request stand-alone quotes and a bundled program price. Compare both because bundling may reduce premium but can hide poor cargo or physical damage terms. See Comparing Equivalent Policy Wordings: What to Look for Beyond Premium Quotes.
- Use loss-run trend data: Show 12–24 month safety action plan to negotiate lower residual premium or favorable endorsements.
- Ask for a “pilot period” (90–180 days) to test claims service before committing to multi-year retentions or captives.
- Negotiate retentions vs. premium tradeoffs: higher deductibles can lower premium but require accepted payment collateral; evaluate working capital impacts.
Red flags to watch for in proposals
- Ambiguous cargo or pollution wording or unexplained exclusions for refrigerated loads.
- Carrier unwilling to provide a claims SLA or references.
- Lack of clarity on how subrogation is handled — especially when hauling for third-party shippers. (Ask questions in: Questions to Ask Brokers About Claims Handling, Subrogation and Litigation Support — topic available on InsuranceCurator.)
Final steps before award
- Run a short list of live interviews with top 2–3 carriers/brokers; validate claims-handling scenarios.
- Check AM Best/S&P ratings for the specific underwriting entities.
- Execute binding requirements with certificate holder endorsements and deliver collateral agreements (if any).
- Schedule a 30/60/90-day implementation check-in on claims/cert issuance and loss-control plan.
By issuing an RFP with precise coverage, wording and service expectations — and by using a quantitative scoring matrix tied to financial strength and claims capabilities — trucking and logistics companies in Los Angeles, Dallas, Chicago and Miami can move from price-only decisions to durable insurance programs that protect operations and balance cost, service and solvency risk.